1. The main job for
offering counters is to get the money counted, entered in the “CASH COUNT”
spreadsheet, and get the money safely deposited in the bank. We will no
longer assign categories to the plate offering checks (e.g. building fund,
general fund, youth, etc...) – DATA ENTRY personnel will do that. We
just need to make sure that the Member Envelopes include the family name, the
check number, and confirm that the total amount given agrees with the total
check amount. If cash is in the Member Envelope just write the word
"cash" instead of a check number and confirm the total indicated on
the envelope matches the total amount
of cash contained. The Member Envelope then becomes the record of receipt
that is used by the DATA ENTRY personnel while allocating the money to the
correct budget accounts. If no fund is indicated on the envelope – the
DATA ENTRY personnel will call and reconcile with the giving party. You
will note that the first line in the spreadsheet is called "Member Envelope
Checks and Cash (including flower $$)" - this is where any money coming in
a Member Envelope/Flower Envelope will be entered.
Pass the Member Envelopes/Flower Envelopes on to the DATA ENTRY
personnel. They will notify the FLOWER personnel and assign that money in
the correct account. Note that if
flower money does not come in an envelope it gets entered in the next line item
– see step 2 below.
2. The next line item on the spreadsheet is called "Other
checks" - basically this is any check that comes in without a Member
Envelope (e.g. loose plate checks, checks mailed in a standard envelope, checks
that sometimes come in the coffee money basket, sometimes flower money comes in
the plate offering without an envelope and the check memo indicates to be used
for flowers, etc...). We need to make photocopies of all these checks and
indicate the collection date on the photocopy. These photocopies then
become the record of receipt for the DATA ENTRY personnel to use in allocating
the money to the correct budget accounts. If no fund is indicated on the
check – the DATA ENTRY personnel will call and reconcile with the giving
party.
3. The next line item is "Loose Plate Cash" - That is any cash
in the offering plates that is not in Member Envelopes. Count it and enter
it in this line item.
4. The next line is "Coffee Cash" - This is any cash in that
comes in from the Coffee Donations. Count it and enter it in this line
item. If a loose check is received in this basket (rare occurrence) - it
needs to be entered in the "Other checks" line described in Item 2
above. Photocopy the check and indicate that it came in the coffee
donations – DATA ENTRY personnel will take it from there.
5.
The next line item is "Sunday School Cash" - That is any cash
in that come from the Sunday School Classes Offering. Count it and enter
it in this line item. If a loose check is received in Sunday school
offering (rare occurrence) - it needs to be entered in the "Other
checks" line described in Item 2 above. Photocopy the check and
indicate that it came in the Sunday School offering – DATA ENTRY personnel
will take it from there.
6. There may be some Sundays in which other cash will come in for a
special reason/event. Add a line item as needed to describe and account
for any cash that does not currently have a category in the spreadsheet to
address it - DO THIS FOR CASH ONLY - ANY LOOSE CHECKS GET ENTERED IN THE
"Other Checks" line item and photocopied as described in Item 2 above.
7.
It is a good idea to count all of the cash and coin again when you are
done entering all the individual cash items in the spreadsheet.
That way you can confirm that the total cash counted equals the total
cash automatically tallied at the bottom of the spreadsheet.
8.
The physical checks should used to enter amounts into the spreadsheet
cells C10 and C11 as individual amounts added together within the cell (review
these cells in a completed spreadsheet to see what I mean). The check
envelopes and check photocopies should be used to run the bank tape
on the adding machine. When done
this way – we provide a good crosscheck on the check totals. If these
totals do not agree it is quite easy to flip through the envelopes and review
the spreadsheet cell number string to find the error. IT HELPS TO KEEP THE
ENVELOPES AND CHECKS IN ORDER UNTIL COMPLETING THIS STEP.
9. Print out the completed spreadsheet, sign at the bottom, make copies
and distribute those copies as follows:
Original
spreadsheet with deposit ticket receipt to the Financial Secretary
Copy
of spreadsheet only to Pastor Lon’s inbox
Copy of
spreadsheet only wrapped around the empty Member Envelopes and check
photocopies and put back in basket in file drawer for DATA ENTRY personnel
Copy of
spreadsheet only to President
Copy of
spreadsheet only one for each counter
Copy of
spreadsheet only to Secretary
Copy of
spreadsheet only to Treasurer
Copy of
spreadsheet only to DATA ENTRY/Office Support
10.
Stamp all checks, fill out deposit ticket, put all
cash/coin/checks/deposit ticket/tape totals in the bank bag, and take it to the
bank. Return the bag keys to the
church before the next service.
11. If you are the last people in the church – make sure to shut off the office lights and computer, lock the door, arm security system, and lock up the church on the way out.